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HomeMy WebLinkAboutItem 11q - Crossing Guard ServicesSTAFF REPORT POLICE DEPARTMENT DATE: July 15, 2025 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Chief of Police By: Amber Abeyta, Management Analyst SUBJECT: CHANGE ORDER TO THE PURCHASE ORDER WITH ALL CITY MANAGEMENT SERVICES INC. (“ACMS”) FOR CROSSING GUARD SERVICES FOR FISCAL YEAR 2024-25, IN AN AMOUNT NOT TO EXCEED $32,061; AND A PURCHASE ORDER AND AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT WITH ACMS FOR CROSSING GUARD SERVICES FOR FISCAL YEAR 2025-26, IN AN AMOUNT NOT TO EXCEED $378,471 CEQA: Not a Project Recommendation: Approve SUMMARY The City has a Professional Services Agreement (“Agreement”) with All City Management Services Inc. (“ACMS”) for crossing guard services, which expired on June 30, 2025. The Purchase Order (“PO”) for the Agreement requires a Change Order to cover the cost of the last two invoices, thereby increasing the PO. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a Change Order to the Purchase Order with All City Management Services Inc. for crossing guard services for Fiscal Year 2024-25, in an amount not to exceed $32,061; and a Purchase Order and Amendment No. 4 to the Professional Services Agreement with ACMS for crossing guard services for Fiscal Year 2025-26, in an amount not to exceed $378,471. BACKGROUND In 2000, as a long-term cost savings strategy, the City opted to enter a Professional Services Agreement with ACMS to provide crossing guards for the City of Arcadia. Change Order and Amendment No. 4 – PSA with ACMS for Crossing Guard Services July 15, 2025 Page 2 of 5 Since the approval of the Agreement, ACMS has adhered to all conditions and has proven to be a responsible provider. Prior to contracting with an outside service provider, City staff provided crossing guard services, and the Arcadia Police Department managed the operation. The Department was continually using staff members, including police officers, to fill vacant posts that occurred because of sickness or injury to crossing guards. For the past 25 years that this service has been contracted out, the Department has not had to use any staff, nor been required to provide oversight to crossing guard operations, other than designating a staff member to manage the Agreement. Further, the City has recognized cost savings in worker’s compensation insurance and liability management as a result of contracting out these services. ACMS is a full-service contractor that specializes in providing school crossing guard services. The company provides services to handle recruitment, local hiring, background clearance in compliance with Department of Justice standards, initial and ongoing training, payroll and administrative support, coordination of assigning qualified substitutes during absences, local supervision, and communicating with school and site safety inspectors. ACMS has been in business since 1985, are the largest provider of school crossing guard services in the area and employ over 3,500 crossing guards for over 150 agencies, including 12 local agencies. DISCUSSION The former contract with ACMS expired on June 30, 2022. In compliance with the City’s procurement policy and to promote a transparent and competitive process, a Request for Proposals (“RFP”) was issued on May 16, 2022. ACMS was the only company that submitted a proposal. Prior to opening the RFP, the Department researched other contract companies available to provide crossing guard services in the San Gabriel Valley and reached out to neighboring cities for recommendations. It was discovered that ACMS is the only company that has responded to various local RFPs for Crossing Guard Services for the past several years and is believed to be the only company that currently provides crossing guard services in the area. Since ACMS’s proposal met the City’s requirements and they were the only respondent, the contract was awarded to them and approved by the City Council at Change Order and Amendment No. 4 – PSA with ACMS for Crossing Guard Services July 15, 2025 Page 3 of 5 their August 16, 2022, meeting. The contract term extended from July 1, 2022, to June 30, 2025, with the option of three one-year renewals. This Amendment No. 4 represents the first one-year renewal, effective July 1, 2025, to June 30, 2026. The earlier three amendments were made to add more crossing guards and to adjust for an increase in school days, which corrected a miscalculation in the original contract. The proposed Amendment No. 4 (Attachment No. 1) totals $378,471 and represents an increase of 9.66% from last year’s contract amount of $345,127. This increase in contract costs for crossing guard services is attributed to inflationary pressures, increased labor costs, and the need to maintain competitive wages to attract and retain qualified personnel. Since ACMS has proven to be a reliable service provider and based on their consistent ability to meet the City’s requirements, it is recommended to retain their services for another year. Additionally, a change order is required to increase ACMS’s PO for Fiscal Year 2024- 25 to cover the cost of the last two invoices. During the first year of the Agreement with ACMS, the City’s Traffic Advisory Committee (“TAC”) received a request (Attachment No. 2) from the Hugo Reid Parent Teacher Student Association (“PTSA”) to add two crossing guards to the location of the Hugo Reid School site. Their request clarified that the school operates two distinct campuses and has four intersections that need coverage. In contrast, other elementary schools usually have two crossing guards and typically only manage two intersections. Hugo Reid School consists of two campuses: • Primary School: Serves grades kindergarten through 1st grade, located at 1153 DeAnza Place. • Elementary School: Serves grades 2nd grade through 5th grade, located 1000 Hugo Reid Drive. The addition of two crossing guard locations was proposed as follows: • One crossing guard located at Hugo Reid Elementary, at the intersection of Hugo Reid Drive and Corto Road. Change Order and Amendment No. 4 – PSA with ACMS for Crossing Guard Services July 15, 2025 Page 4 of 5 • The second crossing guard located at Hugo Reid Primary, at the intersection of DeAnza Place and the cul-de-sac crosswalk. As part of the TAC's annual school visits, they toured the Hugo Reid School site, examined both campuses and acknowledged the concerns raised by the Hugo Reid PTSA. Ultimately, during their meeting in April 2023, the TAC approved the request for two additional crossing guards. The Agreement with ACMS was amended (Amendment No. 1 and Attachment No. 3) in March 2023 to include the two locations listed above. This increased the total number of crossing guard personnel from 17 to 19, ensuring coverage for all schools within the City. An additional amendment (Amendment No. 3 and Attachment No. 4) was incorporated into the Agreement after it was discovered that the initial agreement with ACMS included only 180 school days, whereas the correct total is 183 school days. These amendments raised the total cost of the Agreement for Fiscal Year 2024-25 from $303,736 to $335,797, resulting in a difference of $32,061. The updated amount of $335,797 has been approved as part of the General Fund Operating budget for Fiscal Year 2024-25. Since this increase of $32,061 exceeds the City Manager’s signature authority of $30,000, City Council approval is needed to approve the Change Order and fourth Amendment. ENVIORNMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Sufficient funds in the amount of $32,061 and $378,471 have been approved and budgeted in the General Fund Operating Budgets for Fiscal Year 2024-25 and Fiscal Year 2025-26, respectively, to cover the cost associated with the Change Order and Amendment No. 4. Change Order and Amendment No. 4 – PSA with ACMS for Crossing Guard Services July 15, 2025 Page 5 of 5 RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Change Order to the Purchase Order with All City Management Services Inc. (“ACMS”) for crossing guard services for Fiscal Year 2024-25, in an amount not to exceed $32,061; and a Purchase Order and Amendment No. 4 to the Professional Services Agreement with ACMS for crossing guard services for Fiscal Year 2025-26, in an amount not to exceed $378,471. Attachments: Attachment No. 1 - ACMS – PSA Amendment No. 4 Attachment No. 2 - Hugo Reid PTSA Request Attachment No. 3 - ACMS Agreement Amendment No. 1 Attachment No. 4 - ACMS Agreement Amendment No. 3 AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR CROSSING GUARD SERVICES This Amendment No. 4 (“Amendment No. 4”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and All City Management Services, a California Corporation, with respect to that certain Professional Services Agreement between the parties dated August 31, 2022 (“Agreement”). The parties agree as follows: 1. Section 2. (b) Compensation and Exhibit “B” of the Agreement is amended to increase the cost of Fiscal Year 2025-26, beginning July 1, 2025, to June 30, 2026, to three hundred seventy-eight thousand, four hundred seventy-one dollars and no cents ($378,471) per the attached Client Worksheet for 2025- 2026. 2.Section 5. Term is hereby extended to July 1, 2025, to June 30, 2026. 3.All the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the parties have executed this Amendment No. on the date set forth below. [SIGNATURES ON FOLLOWING PAGE] Attachment No. 1 CITY OF ARCADIA ALL CITY MANAGEMENT SERVICES __________________________ _______________________________ Dominic Lazzaretto Baren Farwell City Manager General Manager Date: _____________________ Date: __________________________ ATTEST: __________________________ _______________________________ City Clerk Demetra Farwell Corporation Secretary Date: __________________________ APPROVED AS TO FORM: CONCUR: __________________________ ______________________________ Michael J. Maurer Roy Nakamura City Attorney Chief of Police All City Management Services Inc. Billing Rate for 2025 - 2026: 31.10$ KEY: Summer School 66.5 183 12170 $31.10 =$378,471.45 19 Sites at 3.50 hrs per day days/yr X Hourly Billing Rate 12,169.50 $378,471.45 For schools with Summer School sessions use 19 days Sites with traditional calendar: Total Hrs/day X TOTAL PROJECTED HOURS TOTAL ANNUAL PROJECTED COST For schools with one regularly scheduled early release day/week, use 192 regular days and 48 minimum days 250 W. Huntington Drive Arcadia, CA 91007 Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days For sites with one regularly scheduled early release day/week, use 144 regular days and 36 minimum days Year Round Calendar For schools with no regularly scheduled early release days, use 240 regular days Client Worksheet 2025 - 2026 Department:1007801 City of Arcadia Hugo Reid PTSA Executive Board President: Tracy Jensen Han Exec. Vice President Helen Wu 1st V.P.: Programs Ivy Flores 2nd V.P.: Ways & Means: Shirley Kanaan 3rd V.P.: Legislation Wendy Wu 4th V.P.: Room Reps Helen Li 5th V.P.: Publicity Michelle Liu Recording Secretary Raina Royale Cooresponding Secretary Sangeetha Prasad Financial Secretary Christine Chuong Treasurer Candy Mok Historian Claudia Grubbs Auditor Val Cheung Parliamentarian QingYue Hugo Reid PTSA February 28, 2023 Dear Mr, Merrill, RECEIVED MAR 1 3 2023 DY: ... J?.?.� ................ . Hugo Reid PTSA 1000 Hugo Reid Drive Arcadia, CA 91007 We, the Hugo Reid parent community, would like to request the implementation of additional safety me_asu_res to ensure consistent crosswalk supervision at the Hugo Reid Elementary and Hugo Reid Primary campuses. Due to the limited crossing guard supervision, students, ages 5-11 years old, are left to independently cross the Hugo Reid Drive/Corto Road crosswalk and DeAnza Place cul-de-sac crosswalk without help from a crossing guard. These two crosswalks have blindspots due to carline routes, dead end driving paths, and parked cars. The heightened traffic congestion leads to vulnerable walking paths for our children. It has come to our attention that every other Arcadia Unified School District elementary school campus has two crossing guards assigned to assist with students crossing the crosswalk before and after school. Hugo Reid is comprised of two campuses, yet has also only been afforded two crossing guards to cover both, with four dangerous crosswalks to consider. We would like to formally request an addition of two crossing guards (one additional crossing guard assigned to each site) to match the security measures taken at the other AUSD elementary sites in Arcadia. Thank you for your strong consideration of this safety measure to protect our children in the Hugo Reid Primary and Hugo Reid Elementary community. Sincerely, Hugo Reid PTSA 1000 Hugo Reid Drive, Arcadia, CA 91007 Tax ID #95-6206387 Attachment No. 2 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR CROSSING GUARD SERVICES This Amendment No. 1 ("Amendment No. 1") is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and All City Management Services, a California Corporation, with respect to that certain Professional Services Agreement between the parties dated August 31, 2022 ("Agreement"). The parties agree as follows: 1.Section 1. Services and Exhibit "A" of the Agreement is amended to include two additional site locations increasing crossing guard personnel from a total of 17 to 19. The two additional site locations are as follows: Location 1: Hugo Reid Elementary and Corte Road Location 2: De Anza Place at the crosswalk located in front of 1121 De Anza Place 2.Section 2. (b) Compensation and Exhibit "8" of the Agreement is amended to increase the cost of Fiscal Year 2022-23 (Year 1 ), beginning March 20, 2023, to June 30, 2023, by $9,820.72, totaling $299,741 (rounded) for Year 1. 3.Exhibit "C" Activity Schedule of the Agreement is amended to include crossing guard services for 19 locations covering nine school sites in the City of Arcadia. 4.All the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the parties have executed this Amendment No. 1 on the date set forth below. [SIGNATURES ON FOLLOWING PAGE] Attachment No. 3 CITY OF ARCADIA �� City Manager Date: �IL 5" J ©1.-,3 ATTEST: J/UA �11'City Clerk / APPROVED AS TO FORM: II/,!{✓ Michael J-.----.--rM-au_r_e_r __ _ City Attorney ANAGEMENT SERVICES ren ell General ana'ger Date� di/� I Roy Nakamura Chief of Police G All City Management Services Inc. City of Arcadia 250 W. Huntington Drive Arcadia, CA 91007 TOTAL PROJECTED HOURS 364 TOTAL ANNUAL PROJECTED COST $9,820.72 AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR CROSSING GUARD SERVICES This Amendment No. 3 ("Amendment No. 3") is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and All City Management Services, a California Corporation, with respect to that certain Professional Services Agreement between the parties dated August 31, 2022 ("Agreement"). The parties agree as follows: 1.Section 2. (b) Compensation and Exhibit "B" of the Agreement is amended to increase the cost of Fiscal Year 2024-25 (Year 3), beginning July 1, 2024, to June 30, 2025, to three hundred-forty five thousand one hundred twenty-seven dollars and no cents ($345, 127) per the attached Client Worksheet for 2024- 2025. The increase is to account for 183 school days instead of the previous calculation based on the incorrect number of 180 school days. 2.All the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the parties have executed this Amendment No. on the date set forth below. [SIGNATURES ON FOLLOWING PAGE] Attachment No. 4 CITY OF ARCADIA City Manager Date: \\." �-::,..,-l > 1-'I:>'1.,'t ATTEST: Mic ael J. Maurer City Attorney ALL CITY MANAGEMENT SERVICES nager Date: ----------- CONCUR: Roy Nakamura Chief of Police All City Management Services Inc. TOTAL PROJECTED HOURS 12,169.50 TOTAL ANNUAL PROJECTED COST $345,127.02